Privacy Policy

Create Theatre Academy – Privacy Policy

Create Theatre Academy is committed to protecting the privacy and personal information of our students, parents, guardians and customers.

This Privacy Policy explains what personal information we collect, why we collect it, how we use it and how we keep it safe.

1. Information We Collect

When you register with, enquire about or attend Create Theatre Academy, we may collect information including:

• Student name
• Date of birth and age
• Parent or guardian name
• Home address
• Email address
• Telephone number
• Emergency contact details
• Medical information, allergies and additional needs
• Information relevant to the safe participation and safeguarding of a student
• Class, lesson and attendance information
• Payment and billing information
• Communications between you and Create Theatre Academy
• Photographs and video footage where appropriate permission has been provided
• Information relating to workshops, performances, productions and other academy activities

We aim to collect only information that is necessary for the operation of Create Theatre Academy and the safety and wellbeing of our students.

2. How We Collect Information

We may collect personal information when you:

• Complete a registration or enrolment form
• Create an account or register through our Class Manager system
• Enquire about classes, lessons or workshops
• Book a class, 1:1 lesson, workshop or event
• Contact us by email, telephone, social media or another communication method
• Make a payment
• Attend one of our classes, rehearsals, workshops or performances
• Provide updated medical, emergency or safeguarding information

3. Why We Use Your Information

We may use personal information to:

• Register students for classes and lessons
• Manage class lists and attendance
• Arrange 1:1 singing and acting lessons
• Communicate with students, parents and guardians
• Provide information about classes, rehearsals, workshops and performances
• Process and manage payments and invoices
• Maintain appropriate emergency and medical information
• Keep students safe while attending Create Theatre Academy
• Manage safeguarding concerns appropriately
• Organise productions, performances, costumes and rehearsals
• Respond to enquiries
• Maintain appropriate business and financial records
• Promote Create Theatre Academy where appropriate photography or filming consent has been provided

4. Our Lawful Basis for Using Personal Information

Depending on the circumstances, we may process personal information because:

• It is necessary to provide a service that you have requested or booked.
• We have a legal obligation to keep or use particular information.
• We have a legitimate interest in operating and administering Create Theatre Academy effectively and safely.
• You have provided consent for a particular use of your information.

Where we rely on consent, such as for certain uses of photographs or video, you may withdraw that consent for future use by contacting us.

5. Children’s Information

Create Theatre Academy works primarily with children and young people and takes the protection of their personal information seriously.

We only collect information about children where it is necessary for their participation, administration, safety, safeguarding or the provision of our services.

Parents and guardians are responsible for providing accurate information about children under their care and informing us if that information changes.

Where appropriate, information about how personal data is used will also be explained directly to young people in a clear and understandable way.

6. Medical and Safeguarding Information

We may collect information relating to medical conditions, allergies, disabilities, additional needs or safeguarding concerns where this is necessary to protect a student’s health, safety and wellbeing.

Because this information may be particularly sensitive, access will be restricted to those who reasonably need it.

Where there is a safeguarding concern, information may be shared with appropriate safeguarding professionals, local authorities, emergency services or other relevant organisations where necessary to protect a child or young person.

7. Payments

Payment and billing information may be processed through Class Manager and any payment providers integrated with the service, such as Stripe where applicable.

Create Theatre Academy does not necessarily have access to full card or bank details where payments are processed securely by a third-party payment provider.

Relevant financial records may be retained where required for accounting, tax and legal purposes.

8. Who We May Share Information With

We do not sell personal information.

Where necessary, information may be shared with:

• Create Theatre Academy teachers and authorised staff
• Class Manager and other systems used to administer our academy
• Payment processors
• Accountants or professional advisers
• Venues or theatres where information is genuinely necessary for participation
• Production or licensing organisations where required
• Emergency services
• Local authorities or safeguarding organisations
• Other organisations where disclosure is required by law

We will only share information where there is an appropriate reason to do so.

9. Photography and Video

Create Theatre Academy may take photographs or video footage during classes, rehearsals, workshops, productions and performances.

Where required, appropriate consent will be obtained before identifiable photographs or footage are used for promotional purposes, including:

• Social media
• Our website
• Posters and advertisements
• Promotional materials
• Press or publicity

Photography and video involving children will be managed with particular care.

Consent may be withdrawn for future use by contacting Create Theatre Academy. Withdrawal of consent will not necessarily require us to remove material that was lawfully published before consent was withdrawn where removal is not reasonably possible, although we will consider requests individually.

10. Marketing Communications

We may contact existing students, parents or customers with relevant information about their classes, rehearsals, bookings and academy activities.

Where required, separate consent will be obtained before sending promotional or marketing communications.

You can ask us to stop sending marketing communications at any time.

11. How We Keep Information Safe

We take reasonable steps to protect personal information against loss, misuse, unauthorised access, disclosure or alteration.

Information may be stored within secure digital systems, including our Class Manager account and other password-protected business systems.

Access to personal information is limited to authorised people who require it for their role.

12. How Long We Keep Information

Personal information will only be kept for as long as reasonably necessary for the purpose for which it was collected or where we are required to retain it for legal, accounting, insurance or safeguarding reasons.

Different types of information may therefore be retained for different periods.

When information is no longer required, we will take reasonable steps to securely delete or dispose of it.

13. Your Data Protection Rights

Depending on the circumstances, you may have the right to:

• Ask what personal information we hold about you
• Request a copy of your information
• Ask us to correct inaccurate or incomplete information
• Ask us to delete information in certain circumstances
• Ask us to restrict how information is used
• Object to certain uses of your information
• Request the transfer of certain information
• Withdraw consent where consent is the lawful basis we rely upon

Children also have data protection rights in relation to their own personal information.

If you wish to exercise any of these rights, please contact Create Theatre Academy.

14. Keeping Information Up to Date

Parents, guardians and adult students are responsible for informing Create Theatre Academy if important personal information changes, particularly:

• Contact details
• Emergency contacts
• Medical conditions
• Allergies
• Additional needs
• Safeguarding information

Keeping this information accurate is particularly important for the safety of our students.

15. Third-Party Services

Create Theatre Academy may use external services to help us manage areas such as registrations, payments, communications and administration.

These organisations may process personal information on our behalf and are responsible for handling information appropriately in accordance with their own legal obligations.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, systems or legal obligations.

The latest version will be made available through Create Theatre Academy or our registration system.

17. Contact Us

If you have any questions about this Privacy Policy, would like to exercise your data protection rights or have concerns about how your information is being used, please contact:

Create Theatre Academy

Email: [email protected]

You also have the right to raise concerns about the handling of your personal information with the Information Commissioner’s Office (ICO).

Last updated: August 2026